Data Submission Guide


China National GeneBank DataBase (CNGBdb) (hereinafter referred to as “platform” / “CNGBdb”) is a unified platform built by China National GeneBank (CNGB) for biological big data sharing and application services to the research community.CNGB Sequence Archive (CNSA) is a system for archiving global omics data, dedicated to the storage, management, and sharing of omics data, and currently accept metadata or data files of the project, sample, experiment / run, assembly, and variation.

At the same time, the platform also supports the submission of sample resources at CNGBdb’s biological resources sharing platform (E-BioBank) which brings together samples from CNGB and other collaborative institutions.

I. Process for Data Submission(see Figure 1)

A. Register / Login

Before submitting data, the Users (hereinafter referred to as “Data Submitter” / “you”) need to register / login and fill in the submitter information. Please read carefully the “Terms and Conditions”,“Privacy and Security Policy”,“User Instructions”,“Sample and Data Sharing Principle”,and this “Data Submission Guide”.

We may revise the above policies and guidelines from time to time, and by continuing to access or use the services of CNGBdb after those changes become effective, you agreed to be bounded by the revised CNGBdb policies and guidelines.

B. Data Submission

i. Submit data

a) Please submit data to CNSA by clicking “Submit“ on the homepage or “Submission portal“ in the navigation bar, select the data type, and follow the page prompts to submit the metadata or data files to automatically assigned with the CNSA project accession number (CNPxxxxxxx);

b) Please view the “CNSA Handbook“ before submitting the data.

ii. Submit review materials

a) After the project is submitted successfully, the system will send the “Data Submission Application Form※” (“application form”) to your e-mail address.

b) Please fill in the form carefully, and ensure that all information (including but not limited to the given information and submitted data) involved in the data submission application and any documents / materials sent to CNGBdb have been strictly reviewed.

c) Once completed the application, an electronic form (in DOC / DOCX version), a signed copy of this application, and the required materials (ex: record-filing form※) must be e-mailed to CNGB Bioresource and Data Compliance Office (BDCRO: bdcro@cngb.org) as soon as possible.

iii. Submission Review

a) Material Review:BDCRO (bdcro@cngb.org) reviews the completeness, the correctness of the application, and the consistency in what has submitted. BDCRO will reply with a confirmation e-mail and start the review after receiving the completed materials submitted. Please note that the material review takes 5 working days from the date of sending of confirmation e-mail.

b) Data Review:the data administrator (datasubs@cngb.org) will conduct the data review after the material review is passed. We review the completeness, the correctness, and the relevance of the submitted data. If the submitted data is incorrect, a notification e-mail will be sent to you by the data administrator. Depending on the sample size and the amount of data submitted, the data review takes 5 to 7 working days.

c) After the submission review is finished, CNGBdb will notify the you whether the data submission is approved.

※Notes:

“Data Submission Application Form”:

a) This Data Submission Application Form must be completed by Data Submitter (refers to the users who apply to submit data to CNGBdb) prior to release data to China National GeneBank Database (CNGBdb). The content includes the Submitter’s contact information, affiliation information, project information, data type, and whether Human Genetic Resources (HGR) information involved.

b) You MUST promise that all information (including but not limited to the given information and submitted data) involved in this data submission application and any documents / materials sent to CNGBdb have been strictly personal reviewed to ensure their authenticity and accuracy.

c) According to the Regulation of the People's Republic of China on the Administration of Human Genetic Resources, the term “human genetic resources (HGR)” includes the human genetic resources materials and human genetic resources information. The term “HGR materials” means genetic materials such as organs, tissues and cells which contain human genomes, genes and other genetic substances. The term “HGR information” means information materials such as data generated from the utilization of HGR materials.

d) According to the Regulations, the provision of HGR information to any foreign entities via CNGBdb or making HGR information available to the general public require a security review organized by the MoST, if it may affect public health, national security or the public interest.

Record-filing form:

If any HGR information involved in, you SHOULD provide CNGBdb with the MoST’s (China's Ministry of Science and Technology) Human Genetic Resource Administration record-filing form (hereinafter referred to as “record-filing form”), complying with the relevant Administrative regulations on Chinese human genetic resources (including but not limited to “The Regulation of the People's Republic of China on the Administration of Human Genetic Resources”).

Please note that:

a) If the data is submitted to be Public Data with HGR information involved in, you NEED to provide to CNGBdb with the record-filing form while putting CNGBdb as the platform / database for sharing HGR information.

b) If the data is submitted to be Controlled Data with HGR information involved in, you NEED to provide to CNGBdb with the record-filing form while you accept to provide the submitted data to any foreign entities via CNGBdb.

c) If the recordation for external provision or open-up of HGR information is terminated or revoked by the MoST, you SHOULD immediately notify CNGBdb (datasubs@cngb.org) on the day when the administrative license is revoked, or the recordation is terminated. CNGBdb has the right to take corresponding measures (including but not limited to immediately suspend the service, terminate the service or delete the corresponding information, etc.) when receiving the notice or discovering the aforementioned situation through other ways.

d) If you need a reviewer links of metadata (project, sample, experiment / run, assembly, and variant), please send an e-mail with the project accession number (CNSA project accession, CNPxxxxxxx) to datasubs@cngb.org.

C. Data access manner

Data access manner of CNGBdb: Public, Controlled, and Private.

i. Public Data

Public Data refers to data whose data access manner is "Public". That is, the metadata and data files associated with the project will be public. Public Data will be open to the world, accepting the free access of users and download by registered users.

ii. Controlled Data

Controlled Data refers to data whose data access manner is "Controlled". That is, the metadata associated with the project will be public and the data files will be controlled. Users can apply for access to Controlled Data. You need to set the release date of metadata, and all metadata associated with the project will be public on that date.

iii. Private Data

Private Data refers to data whose data access manner is "Private". That is, the metadata and data files associated with the project are controlled. Private Data is not accessible, and no access or download application is accepted.

Please note that the approved Public Data will be release to the platform at 12:00 the same day or 01:00 the next day when the date reaches the release date. All the Public Data that has not reached the release date and All the data that has not passed the Submission Review stays in “Private”. Private Data is not accessible in CNGBdb.

D. Sample type

Sample types of data submitted can be Animals, Plants, Microorganism (including Microorganism, Human microbiome species with / without human genomic reads, and anonymized※ human genetic resources (Chinese or Non-Chinese).

※Note:

Anonymized:

CNGBdb can only accept data that has been removed any direct personal identifiers of human subjects.

E. Data Submission Flowchart

Figure 1 Data Submission Flowchart

F. Apply for the Utilization of CNGBdb materials for the Record-filing Form

If the data is submitted to be Public Data, or the Controlled / Private Data is modified to Public Data with HGR information involved in, you NEED to provide to CNGBdb with the record-filing form of permitting external uses while putting CNGBdb as the platform / database for sharing HGR information.

You can apply for the use of CNGBdb materials for the record-filing form of permitting external uses of data as follows:

i. After the project is submitted successfully, please send the application for the use of CNGBdb materials with the CNSA project accession (CNPxxxxxxx) to datasubs@cngb.org.

ii. CNGBdb will send you the materials after receives your application. Please also note that one CNSA project accession corresponds to one record material.

II. Process for Data access manner Modification (see Figure 2)

You can modify the Data access manner as follows:

i. If you need to modify the Data access manner, please send an e-mail to datasubs@cngb.org with the project accession number and the reason for the modifications. The data administrator will send the “Application Form for Modification in Data Access Manner※” to you.

ii. Please fill in the form carefully, and ensure that all information (including but not limited to the given information) involved in this application for modification of Data access manner and any documents / materials sent to CNGBdb have been strictly reviewed.

iii. Once completed the application, an electronic form (in DOC / DOCX version), a signed copy of this application and the required materials (ex: record-filing form※) must be e-mailed to BDCRO (bdcro@cngb.org) as soon as possible.

iv. Please note that the platform only accepts Data access manner modification application on the basis of the project, and does not accept modifications of different data under the same project accession number. If you have such needs, please submit to two or more projects at the beginning of the data submission.

v. Besides, once the Public Data is released to the platform, you can not modify its Data access manner. However, before the date has reached the release date, you have the right to modify the Data access manner at any time by resent a “Data Submission Application Form” to CNGBdb (bdcro@cngb.org).

※Notes:

“Application Form for Modification in Data Access Manner”:

This Application Form for modification in Data access manner (“application form”) must be completed by Data Submitter prior to modify Data access manner. The content includes the Submitter’s contact information, affiliation information, project information, data type, modification of Data access manner, and whether HGR information involved.

You MUST promise that all information (including but not limited to the given information) involved in the application and any documents / materials sent to CNGBdb have been strictly reviewed to ensure their authenticity and accuracy.

Record-filing form:

If any HGR information involved in the modification, depending on the situation, you SHOULD provide CNGBdb with MoST’s (China's Ministry of Science and Technology) Human Genetic Resource Administration record-filing form (hereinafter referred to as “record-filing form”), complying with the relevant Administrative regulations on Chinese human genetic resources (including but not limited to “The Regulation of the People's Republic of China on the Administration of Human Genetic Resources”).

Please note that:

a) If the data is modified from Controlled Data to Public Data with HGR information involved in, you NEED to provide to CNGBdb with the record-filing form while putting CNGBdb as the platform / database for sharing HGR information.

b) If the data is modified from Private Data to Controlled Data with HGR information involved in, you NEED to provide to CNGBdb with the record-filing form while you accept to provide the submitted data to any foreign entities via CNGBdb.

c) If the recordation for external provision or open-up of HGR information is terminated or revoked by the MoST, you SHOULD immediately notify CNGBdb (datasubs@cngb.org) on the day of termination. CNGBdb has the right to take corresponding measures (including but not limited to immediately suspend the service, terminate the service or delete the corresponding information, etc.) when receiving the notice or discovering the aforementioned situation through other ways.

Figure 2 Data access manner Modification Flowchart

III. Updates

CNGBdb reserves the right to update this data submission guide from time to time in accordance with all applicable laws, regulations, policies and the needs of CNGBdb operation and management. The latest version will be released on the CNGBdb official website. If you disagree to the changes made by CNGBdb to the “Data Submission Guide”, you have the right to stop using the relevant services provided by CNGBdb and notify CNGBdb in writing. If you continue to use our services after the updated version is released, it means that you accept the updated content.

IV. Contact Us

In case you have any questions regarding the submission of your application, please contact CNGBdb:

i. Any questions regarding the data submission / access flowchart, filling in materials, etc., please e-mail to bdcro@cngb.org, or phone to 0755-33945516.

ii. Any questions regarding the data access, submission, release, and transfer to other databases, etc., please e-mail to datasubs@cngb.org, or phone to 0755-33945586.

iii. Address: China National GeneBank (CNGB), Jinsha Road, Dapeng District, Shenzhen, China.